Slides from the CAST 2014 Presentation: How to Plan a MiniCAST. Walks you through the process of doing a conference (not just a miniCAST). There is one simple secret: Dedicated volunteers!

1. How to Plan a miniCAST
Lora and Tim Holt
techscichick@gmail.com
timholt@me.com

2. A Word from Our Legal
Department…

3. SECTION IV
MINI-CAST
 The purpose of any regional Mini-CAST that STAT sponsors or hosts shall be in accordance with the
purpose and mission statement of STAT as outlined in Article III of the Bylaws. STAT may provide
seed money up to $500.00 per regional Mini-CAST per Education Service Center area to help
sponsor smaller, regional versions of the Conference for the Advancement of Science Teaching
(CAST). An opportunity to join STAT must be made available.
 All dues and membership information collected at a regional Mini-CAST must be forwarded to the
STAT Executive Director no more than thirty (30) working days after the event.
 STAT will fund to each regional Mini-CAST one (1) free, non-transferable registration to the next
CAST for use as a door prize. The name of the winner and contact information must be submitted
to the STAT Executive Director no later than thirty (30) working days after the regional Mini-CAST.
 Once a region has hosted a Mini-CAST sponsored by STAT, it may not apply for another grant for
five (5) years.
 All regional Mini-CASTs—whether they receive STAT funding or not—must submit a final report to
the STAT President-Elect no later than thirty (30) working days after the conference. The report
should include, but is not limited to:
 a copy of the final program including changes/addendum’s;
 attendance figures broken down by new STAT members, renewing STAT members, and other
attendees
STAT Policy and Procedure Manual

5. Location
Workshops
Volunteers
Door Prizes
Publicity
Program/ Online Schedule
Exhibits

6. Solo vs. Committees
BAD GOOD

7. Make sure you take care of
your committee chairs.
Meetings should involve food,
be fun, and planned in
advance.

8. Location

9. ๏ Flow is Important
๏ One Floor is best
๏ Exhibits close to
classes
๏ Big Rooms
๏ Small Rooms
๏ WIFI a must!
๏ Friendly
Administration
๏ Cooperative
Custodians
๏ Teachers Willing to
give up rooms

10. Big Rooms
Small Rooms

11. Exhibits and Sponsors

12. Exhibits
• Advertise as a chance to
reach new markets
• What is “hot” this year?
• Be able to “sell” the
conference to the vendors
• Begging is good
• Use CAST as a Starting point
• Use your district vendors
• Google “Science Education”
• Use publishers
• Use technology companies

14. Things that need Sponors
• Keynote
• Bags
• Door Prizes
• Social Events
• Lunch
• Bags
• Any Pre Conf
• Begging is good

17. Exhibit Hall
Provide Draped Booth Space (appox. $100 each)
6x8 with table and 2 chairs
Set up for vendors the evening before
Breaks should include time to visit exhibit hall
Onsite Lunch and Registration in Exhibit Hall
Keep bringing attendees back to hall (ice cream social)
We charge $200 per booth + $15 for electricity

18. Program

20. Easy to Read Map
Vendors
List of Sponsors
Info about Keynote Info about Special Sessions
Letters from VIPS
List of Sessions
Basic Schedule
Description of Sessions
Thank you’s

22. Have program printed and online

23. Keynote

24. Michael Despizio
Houghton Mifflin
Andres Ruzo
Cengage / Nat Geo

26. Broad Appeal of Message (K-12)
New Message for Teachers
Student Centered is Better
Look for Exhibitors to Sponsor
Look for Local Scientists or People working in STEM

27. Workshops
and
Schedule

29. All workshops need to:
Follow NSTA Safety Rules
Be useful for the teachers
If you have a theme,
must meet theme

30. All workshops need to:
Follow NSTA Safety Rules
Be useful for the teachers
If you have a theme, must meet theme
Aligned to standards
Signed off by committee

32. SCHED.ORG is your friend!

37. Prints Room Assignments
Print PDF of Schedule
Let’s Attendees pick schedule
Let’s Vendors Contact Attendees

38. Publicity

39. Posters
Science Organizations
Teacher Organizations
Website
Area Superintendents
Area COE
Regional Service Centers
Regional School Districts
PNP/ Charter Schools

40. What
Who
Where
When
How

41. Both Videos
Teacher PSA
http://youtu.be/uHKF8gkprak
Admin PSA:
http://youtu.be/O1b9WBWFdAQ

42. Volunteers

44. Volunteers
Work in Shifts
In each major event/section of building
Easily Visible
14 YO and above
Feed Them
They will do things you may not remember:
Bag Stuffing

45. Registration

46. Suggestions:
Partner with an organization that can process POs
Keep Registration Cost Low
Put Registration in the Exhibit Hall if Possible
Study how “big conferences” do it, then scale down
Offer early opportunity to pick up bags

47. Question
s?